Office Administrator

BETTER LIVES :); Coimbatore District; On-site; INR 300,000 - 420,000; Full time

Job summary

BETTER LIVES :) is seeking an experienced Office Administrator in Coimbatore to manage office infrastructure, vendor relationships, cash expenses, inventory, and IT assets while supporting meetings, events, and travel arrangements.

The role requires coordinating repairs, maintaining asset records, supervising housekeeping, and ensuring smooth day-to-day operations with strong M365 skills and clear English communication.

Qualifications

• Experience in office infrastructure administration.
• Proficient with M365 suite (Excel, Word, PowerPoint).
• Strong English communication and email writing skills.
• Excellent organizational skills and attention to detail.
• Strong interpersonal and customer relationship skills.
• Troubleshooting and problem-solving abilities.
• Negotiation skills for vendor contracts and relationships.
• Familiarity with office equipment and IT assets.

Responsibilities

• Maintain office infrastructure and coordinate repairs, maintenance, and renovations as needed.
• Track maintenance activities, schedules, and service contracts for timely upkeep.
• Manage office cash expenses with meticulous records of expenses, bills, and invoices.
• Submit bills and invoices to auditing team for reconciliation.
• Manage vendor relationships, including negotiating contracts, pricing, and terms.
• Source and evaluate potential new vendors for cost-effectiveness and quality.
• Assist teams in organizing events, meetings, conferences, and travel arrangements.
• Coordinate logistics, prepare materials, and provide on-site support for events and meetings.
• Manage office essentials and pantry items, ensuring stock and replenishment.
• Monitor inventory levels, place orders, and maintain vendor relationships.
• Oversee outsourced work to ensure timely, on-budget, quality delivery.
• Maintain office & IT assets inventory and records, coordinate repairs or replacements as required.
• Develop an efficient asset tracking system and allocate assets to employees.
• Conduct periodic audits to prevent loss or misuse of assets.

Skills

Office infrastructure administration

M365 skills

English communication

Organizational skills

Interpersonal & customer relationships

Troubleshooting & problem solving

Vendor contract negotiation

Office equipment & IT assets

Analytical & decision making

Job description

Experience: 2-3 Years

As an Office Administrator, you will be managing our office infrastructure, cash expenses, bill keeping, vendor management, assets setup and maintenance, supporting other teams to organize events, conduct meetings & conferences. You will be performing bookkeeping functions, managing housekeeping staff, keeping inventory records, and reloading office supplies as needed.

Responsibilities:

Internal Office Administration:

• Maintain office infrastructure and ensure its proper functioning by coordinating repairs, maintenance, and renovations as needed.
• Effectively keep a track of the maintenance activities, schedules, and service contracts to ensure timely and efficient upkeep.
• Manage office cash expenses, keeping a meticulous record of all expenses, bills, and invoices.
• Submit required bills and invoices to the auditing team in a timely manner for financial reconciliation and reporting.
• Manage relationships with vendors, including negotiating contracts, pricing, and terms.
• Source and evaluate potential new vendors to ensure cost-effectiveness and quality of services or supplies.
• Assist other teams in organizing events, meetings, conferences, and travel arrangements, including booking venues, accommodations, and transportation.
• Coordinate logistics, prepare materials, and provide on-site support for events and meetings.
• Manage office essentials and pantry items, ensuring that all items are well-stocked and replenished as needed.
• Monitor inventory levels, place orders, and maintain relationships with suppliers.
• Manage outsourced jobs ensuring they are completed on time, within budget, and to the desired quality standards.

Office & IT Asset Management:

• Ensure the management and maintenance of Office & IT assets and inventory for optimal business performance.
• Maintain accurate records of Office & IT assets, track their usage, and coordinate repairs or replacements as required.
• Develop an efficient system for tracking and allocating the assets to employees.
• Conduct periodic audits to ensure proper asset management and prevent loss or misuse.

Required Skills:

• Good experience in office infrastructure administration.
• Good M365 skills, including proficiency in Excel, Word, and PowerPoint.
• Good English communication and email writing skills.
• Strong organizational skills and attention to detail.
• Strong interpersonal & customer relationship skills.
• Troubleshooting & problem-solving skills.
• Negotiation skills for vendor contracts and relationships.
• Familiarity with office equipment and technology, including IT assets.
• Strong analytical and decision-making skills.